PDFs

• When using a document as the source of the PDF, make sure the source document is accessible before saving it as a PDF.
• Do not use a scanned image as a source (text must be searcheable).
• Save the file with a descriptive filename
• If creating from a blank document:
  • Use accessible fonts that allow text extraction.
  • Use built-in features to create lists, organize content, and layout/data tables.
  • Use Built-in heading styles instead of fonts.
  • Use sufficient color contrast.
  • Don’t rely solely on color to convey information.
  • Text boxes must be “in line with text”
  • Add alternative text to images and other objects (for example, icons)
  • Use unique, descriptive link text o Identify languages used
  • Check if embedded audio, video, and multimedia files have accurate captions 

Important: Run the built-in Accessibility Checker before distributing.

MS Word

• Save the file with a descriptive filename
• Use accessible fonts. These include:
  • Arial
  • Helvetica
  • Tahoma 
  • Calibri
  • Georgia
• Use built-in features to create lists, tables, and columns, and other layout options.
• Use built-in heading styles instead of fonts.
• Use sufficient color contrast.
• Don’t rely solely on color to convey information
• Text boxes must be “in line with text”
• Add alternative text to images
• Use unique, descriptive link text
• Identify languages used

Important:

• Run the built-in Accessibility Checker before distributing or saving as a pdf.
• To save document as an accessible pdf:
  • click on "save as"
  • click on the accessibility checkbox opens a new website

PowerPoint

• Save the file with a descriptive filename.
• Choose an appropriate layout design/template and establish the reading order.
• Use built-in features to create lists, tables, and columns.
• Use sufficient color contrast.
• Don’t rely solely on color to convey information.
• Add alternative text to images and other objects (for example, icons).
• Use unique, descriptive link text.
• Identify languages used.
• Check if embedded audio, video, and multimedia files have accurate captions. 

Important:

• Run the built-in Accessibility Checker before distributing or saving as a pdf.
• To save document as an accessible pdf:
  • click on "save as"
  • click on the accessibility checkbox opens a new website

Excel

• Save the file with a descriptive filename
• Use built-in features to organize content and ensure correct reading order.
• Don’t rely solely on color to convey information.
• Avoid blank rows, columns, and sheets in an Excel workbook.
  • Intentionally blank cells must be marked as such, for example with "No Data."
• Avoid using hidden or frozen rows and columns. If used, the must be accompanied by an alert.
• Do not leave Cell A1 blank:
  • Use to provide orienting information such as worksheet or workbook summaries and the number of sheets present, or the title of a table that begins directly below it.
• Use the first sheet of a multi-sheet workbook as an index sheet with hyperlinks to the other sheets.
• Headers and footers must not contain vital information.
• Text Visibility:
  • Use an accessible font at a minimum 11 point size.
  • Symbols and special characters must also be communicated in plain text.
  • All text within cells should be readily visible on screen without having to adjust cell height or width.
  • Text should not overflow from cells.
• Data Filters: If data filters are used, the user mest be alerted in the body of the document.
• Macros:
  • Give each macro a clear, succinct, and meaningful name that is indicative of its function.
  • Include a clear and complete description of what it does.
  • Assign a keyboard shortcut to each macro (must not be the same name as an existing default shortcut).
  • Alert users within the body of the Excel document that macros are present, their number, and the name, description, and keyboard shortcut for each macro
• Inserted Equations and Formulas: If a formula or equation is inserted as a floating object, it must be supplemented with a plain text alternative without symbols, within the cell layer of Excel.
• Math in the Cell Layer:
  • Avoid mathematical expressions in the cell layer of Excel.
  • If used, they must be supplemented by a plain-text-no-symbol alternative (also placed in the cell layer).
• Excel Functions should be accompanied by the text name and abbreviation of the function used, placed adjacent to and above the cell containing the value Output.
• Graphs and Charts:
  • Fully label graphs and charts including as applicable: title, legend, axis labels, and data labels.
  • Do not rely on color as the sole means of communicating information.
  • Include a complete description in plain text form, placed directly in a cell rather than in the Alt Text section.
• Images:
  • Meaningful images must be accompanied by a text alternative placed directly in a cell, as opposed to in the customary Alt Text section.
  • Decorative images should not be accompanied by a text alternative.
• Word Art, SmartArt, Text Boxes, and Other Floating Objects:
  • If these contain vital information, the information must also be available in a text alternative placed in the cell layer.
  • Do not use background images and watermarks.
• Embedded Files:
  • Include on a separate worksheet.
  • Alert users that embedded files are present.
  • Include clear text instructions on how to open the files and how a user can return to the cell layer.
  • Include an explanatory summary including type of file and contents.
• Multimedia
  • Video and Audio:
    • Videos with dialogue must contain complete captions and a full transcript.
    • Videos without dialogue must contain a text description.
    • Audio-only elements must include a full transcript.
    • If video/audio is embedded as an object, the rules for embedded files must be followed.
    • Media controls for a multimedia element must be fully keyboard accessible.
  • Flashing Content:
    • Do not use content that flashes more than three times per second, unless:
      • the flashing content is sufficiently small
      • the flashes are of low contrast and do not exceed general flash thresholds or red flash thresholds.